VPOTUS_JOFOC_for_FedBizOpps_Casablanca.doc

Reference DOSAR 606.303-2

JUSTIFICATION AND APPROVAL

FOR OTHER THAN FULL AND OPEN COMPETITION, PRICE JUSTIFICATION (JOFOC)

ACQUISITION OF HOTEL ACCOMMODATIONS IN SUPPORT OF SENIOR HIGH LEVEL USG VIP VISIT

1. I recommend that the Department of State use other than full and open competition for the acquisition of hotel accommodations for the High Level USG VIP visit to Morocco, for the Global Entrepreneurship Summit. The estimated cost is $160,000 and will not exceed $240,000.

2. Nature and/or description of the action being approved.

Senior High Level USG Principal traveling with a delegation inclusive of support elements in: Security, Communications, Logistics and Operations.

3. A description of the supplies or services required to meet the agency’s needs.

The contractor is the Hotel Kenzi Farah. Contractor will provide a large number of lodging rooms, 2 large conference rooms, adequate setback for security reasons, exclusive parking lots closed from the general public, and controlled by US Government personnel, in Marrakech, Morocco.

4. An identification of the statutory authority permitting other than full and open competition.

[ X ] 41 U.S.C. 253 (c) (2), FAR 6.302-2; Unusual and Compelling Urgency; (Based on the available time and urgency of the requirement as detailed below) Security concerns prohibit sufficient advanced notification of VIP travel to allow for sufficient time to conduct full and open competition. The Department of State can only communicate with the staff at Posts abroad when authorization is given due to security concerns. They have an extremely short turnaround time when authorization has been granted for negotiations to commence and site selections to be finalized with both the local vendors and Posts before the actual Senior High Level USG VIP visit occurs. Security and logistical teams make determinations during the site survey as to which hotels are most suitable for the Senior High Level USG VIP and his traveling staff to remain overnight. Consideration of the Senior High Level USG Principal and the location are taken into consideration as a determining factor.

The types of events, meetings, locations and availability of venues to support the Senior High Level USG VIP and the delegation are often times designated by the host countries.

Unique requirements for communications support are under severe time limitations and always a determining factor in the selection process as its capacity to be augmented to the unique requirements necessary to support certain Senior High Level USG Principals.

Many of the arrangements for hotel and transportation are often not confirmed until just before the actual visit. In addition to supporting a large delegation within a short time frame, last minute and frequent changes of itineraries for supporting personnel often result in significant changes in how Posts work with the vendors. With the exception of a few trips, contracts are not permitted to be signed until the Department of State (Post) has written confirmation from all supporting agencies, which enables collection of funds from said agencies in the event of cancellation. This results in an unusual and compelling urgency in accordance with 41 U.S.C. 253 (c) (2), FAR 6.302-2.

These unique Senior High Level USG VIP travel requirements result in only a single or a very limited number of responsible sources with no other supplies or services capable of satisfying agency requirement in accordance with 41 U.S.C. 253 (c ) (2), Far 6.302-2.

5. A demonstration that the proposed contractor’s unique qualifications or the nature of the acquisition requires use of the authority cited.

Security and logistics are the Department of State’s primary considerations when procuring hotel rooms. The Department of State must be able to provide a safe and secure environment for VIP visitors. Frequently VIP visits are not announced or confirmed in sufficient time to conduct a competition, creating an urgent and compelling need. At other times, the security requirements and/or requirements of the host country government limit the acquisition to one or a small number of predetermined hotels.

The hotel identified for this visit is the Hotel Kenzi Farah, Marrakech, Morocco [ X ] The VIP visit information was not available in sufficient time thereby creating an urgent and compelling need.

[ X ] The proposed contractor has the following unique qualifications which meet the Department of State’s security and logistical requirements.

[ X ] Set-back (hotel is safe distance from the street)

[ X ] Location (able to secure building, travel route; distance to and from event)

[ X] Size and number of rooms (able to house everyone in one hotel)

[ X ] Conference facilities (adequate space for meetings, press conferences)

[ X ] Communications (able to install equipment/lines, command center)

[ X ] Accommodating to security needs

6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable.

The following hotels were reviewed but were not adequate as follows:

Sofitel Marrakech – Hotel is at high capacity as a result of the Global Entrepreneurship Summit

Palmeraie Golf Palace and Resort – Hotel is at high capacity as a result of the Global Entrepreneurship Summit

The Hivernage Hotel– This hotel had only a limited number of rooms available as a result of the Global Entrepreneurship Summit

Essaadi Hotel and Palace – This hotel had only a limited number of rooms available as a result of the Global Entrepreneurship Summit The VVIP visit is taking place in collaboration with the Global Entrepreneurship Summit 2014, in Marrakech, Morocco. As a result, most of the hotels reviewed for this visit were booked and lacked adequate room to lodge as many delegates and support staff as needed.

For the desired period, the Kenzi Farah has 220 rooms available at the peak period of the expected build up schedule for this trip. The hotel also has adequate parking which can be closed off to the public and controlled by US Government security staff.

Due to urgency and exception in FAR 25.401(a)(5) this solicitation cannot be posted but the JOFOC will be published in FedBizOpps.

7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable.

The Contracting Officer determined price reasonableness for this hotel, after conducting a general market research of hotels in the same location, with like amenities and with rooms available within our time frame. The Price per night at the Kenzi Farah is within the per diem rate.

8. Any other facts supporting the use of other than full and open competition.

The VVIP Advance Team identified the Kenzi Farah as meeting more requirements than the other hotels.

9. A listing of sources, if any, that expressed, in writing, an interest in the acquisition. None

10. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required. None

CERTIFICATIONS

I certify that the information in this justification is accurate and contains complete data necessary to support the recommendation for other than full and open competition to the best of my knowledge and belief.

Date:

Michael Dobbs

Director

I certify that this justification is accurate and complete to the best of my knowledge and belief. Based on my assessment, I conclude that other than full and open competition is justified and the proposed price is fair and reasonable.

Date:

Lovette Singleton

Contracting Officer